CMMS User Role Management

CMMS User Role Management

Users

Role Management and permission grid. Maxpanda CMMS has 15 PRE-DEFINED ROLES and are listed in priority

  1. COMPANY ADMIN – full access to the entire app and sites
  2. COMPANY EDITOR – full access to all menu items but cannot access COMPANY Settings
  3. SITE ADMIN – full access to the entire site(s)
  4. SITE EDITOR – full access to all menu items in 1 or more sites with limited setting
  5. SUPERVISOR UNLIMITED – staff allowed to create PMs and close all work orders across multi sites
  6. SUPERVISOR LIMITED – staff allowed to close all work orders across multi sites
  7. STAFF UNLIMITED – your internal maintenance staff allowed to complete work orders
  8. STAFF LIMITED – your internal maintenance staff allowed to complete THEIR OWN/ASSIGNED work orders
  9. VENDOR UNLIMITED – your external contractor/vendor
  10. VENDOR LIMITED – your external contractor/vendor
  11. SUBMITTER UNLIMITED – can only submit new work orders and review their own work orders
  12. SUBMITTER LIMITED – can only submit new work orders and review their own work orders
  13. TENANT UNLIMITED – can only submit new work orders and review their own work orders
  14. TENANT LIMITED – can only submit new work orders and review their own work orders
  15. VIEWER – can only view a work order assigned to them – wo’s are greyed out and can’t be edited in this mode
  16. GUEST PORTAL USER – can only submit a work order through your guest portal – if a guest enters their email address they will receive WO notification updates

Disabling Users

Because Maxpanda keeps your staff/vendor history forever, the app does not allow anyone to delete a registered user (Maxpanda requires all history to maintain REPORTING). You can only Disable access for 1 or all users.

What happens when you Disable a user (staff/vendors):
  • revokes login access through username/password/socialplugins
  • removes them from Approved WO’s they’re assigned to
  • removes them from PM’s they’re assigned to
  • removes them from TASKS (PM and WO) they’re assigned to
  • removes them from any PM TEMPLATES they’re assigned to
  • hides disabled users from Vendor and Staff drop-down lists (PM, WO, PM Templates)
  • hides disabled users from multi assign/unassign as well

Using SINGLE SIGN ON (sso)

Steps:

1)  Log into Maxpanda CMMS using your usual Maxpanda credentials.

2) Edit user profile.

3) Select Office 365 ‘Add button’ on the top right hand side.

4) Supply Office 365 user id and password credentials.

5)  When logging into Maxpanda CMMS the next time, click the office 365 button on the login screen entering your office 365 credentials.

Building & Category Groups

Building & Category Groups

  1. Building Groups can be set for each individual SITE or COMPANY WIDE.
  2. Assign each building to a Building Group.
  3. If you don’t assign a Building to s Building Group, it will always appear during the work order filter process.
  4. Assign any user to 1 Building Group or multiple Building Groups.
  5. By doing this they only have access (view work orders) to the buildings in that Building Group.
  6. They can only submit work orders to buildings/locations assigned to that Building Group.
  7. Assign people to multiple Building Groups or buildings or locations. You can really get fine grained here.

 

Using Category Groups

Admins can expand pre-existing Category Groups within Maxpanda to fit their organization’s requirements. A Category Group can be defined as a main Work Order Category which consists of multiple Sub Categories. For example, PLUMBING may be designated as a CATEGORY GROUP where PLUMBING-WATER, PLUMBING-H20 and PLUMBING-PIPING may be 3 desired sub-categories. The CATEGORY GROUP and SUB CATEGORIES are filtered and searched on most Work Order management pages within Maxpanda CMMS making it quick and easy for any USER to filter and view work solely in a sub-department (category) such as PLUMBING-WATER.

Company Admins may define Work Order Category Groups and Categories within the COMPANY / Work Order Categories menu under COMPANY SETUP.

cmms pm

Maxpanda to Reduce Reactive Maintenance

Reactive maintenance is planned or unplanned work with a priority designation requiring immediate attention

Reactive Problems

Organizations that are reactive typically do not believe it’s possible to perform work any other way. Overall, they get frustrated. Maybe it’s lack of training or leadership resistance. Either way, it’s affecting worker productivity due to the majority of work being unplanned. Unscheduled work also affects job safety. When workers feel rushed, bad things happen. Lastly, those organizations with poor reliability typically waste 10 percent of their company revenue.

Consider This

Maxpanda asset management software plays a major role in the change that you are about to embark on. Typically, users struggle to leverage CMMS in support of asset reliability, this may be because they need better set of instructions or they’re frightened of using computers and smartphones. This is why we built Maxpanda CMMS as well as GoMAX! Mobile CMMS Assistant. Maxpanda will help you improve the way you create, manage and report on your incoming work orders and your preventative maintenance routines. Whether you’re a sole proprietor or national enterprise, Maxpanda has a price plan to fit your budget. We’re pushing the limits of technology and we want you to be part of the journey. Our Mission is to disrupt the CMMS industry with a platform that’s faster, better, and more affordable. Our Fair Pricing Model: For decades CMMS software has been a race to the bottom with clunky outdated solutions offering far more frustration than value. We wanted to change all that by providing software that just works. We want Maxpanda to be an amazing value for your organization — helpful on-boarding with 24/7 support. Maxpanda is an investment in your team and culture. Our fair pricing model is set at a level that allows us to continuously invest in enhancing a solid product & service while providing the greatest user experience & ROI possible.

  1. Establish a solid preventive maintenance (PM). Establish maintenance strategies using formal reliability centered maintenance for quick and easy analysis. Otherwise, rely on manuals from the original equipment manufacturer (OEM) and staff experience. A problem arises when that staff retires or manufacturer is out of business. Place emphasis on condition and cost monitoring software, such as Maxpanda CMMS. With early asset defects and identifications, the staff can prevent unplanned breakdowns and collateral damage. By proactively planning needed repairs, your ultimately creating an environment of savings. In support of your Maxpanda CMMS PM program, you should ensure that all maintenance staff members have basic computer knowledge coupled with their maintenance skills.
  2. Synchronize your data with +1000 apps: What does mAPI stand for? mAPI is a proprietary Maxpanda API software specifically developed to securely transfer data from your Maxpanda CMMS database to other software that also operate on highly secure API web protocols. mAPI Software Integration. Join millions of people like you who seek to manage their work orders online, seamlessly integrate preventative maintenance routines on buildings, vehicles, locations, assets and much more into their existing systems.
    API Maintenance Integrations
  3. Establish a amazing reliability team. It helps to have more than one person focused on asset, building, location, warehouse and plant availability. These staff should rely heavily on the CMMS system for failure analysis, as well as decision making pertaining towards any root cause analysis.
  4. Perform root cause analysis (RCA) on worst events to identify the true cause based on the trigger point. Use Maxpanda CMMS by setting metered triggers in addition to PM schedules for each major piece of equipment.
  5. Perform localized inspections where and when needed evaluating specific assets to isolate problems and failures comparing the history through Maxpanda Active Reporting Modules.
  6. Utilize defect elimination techniques, such as brainstorming, quality circles and kaizen events, all of which involve working level and cross-functional group discussions.
  7. Conduct system walk-downs and record problems using your GoMAX! Mobile App as individual staff or groups.
  8. Establish a core team to manage Maxpanda CMMS daily or weekly. Train your staff on the importance of data entry, establish business rules, build standard operating procedures (SOPs), set up mandatory fields and TASKS and conduct periodic audits.
  9. Perform formal job planning to provide sequenced task steps, material/craft requirements, safety/hazard precautions, as well as reference materials and permits. Job instructions help keep workers safe, organized and informed. Job plans also help the craft follow standardized actions to ensure asset performance. The planner role is multifaceted, but key points include a well defined pm & task library.
  10. Create a formal weekly schedule process by selecting the fully planned work that can be relied on by operations, maintenance, warehouse/purchasing, and health, safety and the environment.
  11. Train maintenance staff as well as vendors to not perform self-inflicted reactive maintenance whereby they purposely decide to do unscheduled, low priority work. Schedule all work orders and metered and preventative maintenance in Maxpanda with strict priority settings matching industry standards.
operating asset

Parts & Bins on your GoMax

Permissions:
Company Admin/Company Editor/Site Admin/Site Editor can see all bins and can add/remove parts
Staff can see but not add/remove parts from bins
Submitters/Tenants/Viewers/Vendors cannot access bins

1. Scan Bin QR Code:

Bin Name
Bin Number
“Add Part” button

List of parts in the bin:
Part Name
Part Number
Quantity in Bin

*Company Admin/Company Editor/Site Admin/Site Editor/Staff can see this screen.
*Submitters/Tenants/Viewers/Vendors cannot.

Bin List Screen:

Company Admin/Company Editor/Site Admin/Site Editor can select part to add/remove parts from bin. Staff cannot select parts

2. To add/remove parts from bin, select desired part from the list.

Part Name
Part Number
Quantity in Bin (total amount of that part in the bin)
Quantity Available (amount of parts not in any bin)
Box to enter Quantity
Add button, remove button
Buttons double as save buttons and adjust the total parts in bin.
Cancel Button

Adding/removing parts from bin:

1/2 B. Combine 1 + 2 into one screen option:
See all bins, quantities and add and remove from same screen.

3. Select the “Add Part” button will allow you to add a new part to the bin (since it is not in the bin, it cannot be selected from the list)

Options to select part from a list or scan the Parts QR Barcode.
This should work the same way as adding a part to a work order.

“Add Part” button
“Scan Part” button
Select Part from drop-down list (similar to adding part to work order)

Adding part to bin:

Once a part is selected, choose the quantity to add to the bin.
Quantity available is the amount of parts on hand not currently in a bin.

Can add multiple different parts to the bin add once If Part being added is already in the bin, merge them together, adding the 2 totals together.

4. Selectin a Bin from menu

Menu options available in main menu under “My WO’s”
Menu option called “Bins”

Selecting “Bins” brings up a list of all bins in the Site.

List each Bins name and number: Bin Name
Bin Number

Select a bin will bring up the parts available in that bin. (See #1).

5. Adding parts to work order

If client has not created any bins in their account, nothing in this process changes.

If client has created Bins:
Initial screen doesn’t change

If part added or scanned in also linked to a bin, adding the part should bring up a list of the quantity of parts not currently binned, as well as each bin the part is linked to and the quantity in that bin.

6. Scanning a Part QR Code

Scanning a part’s QR code should bring up current menu.

Selecting the Inventory should now list all inventory, including bins where the part is located.

Option A: Simple List; select to add and remove
Similar to Bin menu option, but reverse Parts and Bins

Select the bin lets you add to remove parts from bin.

Option B: Combined list
List of all bins, can add or remove from the same screen.

1. Assets
a. While creating Assets, the uniqueness for a record is Site Name + Asset Name.
b. Data will get override for a record if Site Name + Asset Name is already present in database. Then, it will update other fields for that record. Else it will create a new record for that Site.

2. Bins
a. While Creating Bins, the uniqueness for a record is Site Name + Bin Name.
b. Data will get override for a record if Site Name + Bin Name is already present in database. Then, it will update other fields for that record. Else it will create a new record for that Site.

3. Building
a. While Creating Building, the uniqueness for a record is Site Name + Building Name.
b. Data will get override for a record if Site Name + Building Name is already present in database. Then, it will update other fields for that record. Else it will create a new record for that Site.

4. Location
a. While Creating Location, the uniqueness for a record is Site Name + Location Name + Building Name. In this case we can have same Site Name and Location Name but Building Name must be unique. For example (Maxpanda HQ + Room 001 + Building A) and (Maxpanda HQ + Room 001 + Building B). Both records are new records.
b. Data will override for a record if Site Name + Location Name + Building Name is already present in database. Then, it will update other fields for that record. Else it will create a new record for that Site.

5. Part
a. While Creating Part, the uniqueness for a record is Site Name + Part Name.
b. Data will override for a record if Site Name + Part Name is already present in database. Then, it will update other fields for that record. Else it will create a new record for that Site.

6. Vendor
a. While Creating Vendor, the uniqueness for a record is Site Name + Vendor Name.
b. Data will override for a record if Site Name + Vendor Name is already present in database. Then, it will update other fields for that record. Else it will create a new record for that Site.

7. Customer
a. While Creating Customer, the uniqueness for a record is Site Name + Customer Email.
b. Data will override for a record if Site Name + Customer Email is already present in database. Then, it will update other fields for that record. Else it will create a new record for that Site.

cmms site management

Sites Departments Regions

cmms software system

What are Sites?

A Site (or Department) is an infinite number of Buildings housing unlimited Locations, Assets and Users. All managed by a Site Admin. Sites are able to operate autonomously within the Corporate umbrella and managed by you the Company Admin and/or Company Editor.

cmms software system

Creating a Site
When you first create your company account you will have a default Site called Corporate. The corporate name can be changed anytime to whatever you prefer. This Site is your initial database and depending on your selected SUBSCRIPTION PLAN you are allowed to have 1-100 databases managed by you, the Company Admin/Editor.

To create a new Site:
1. Select SITES menu option from the left-hand menu
2. Select CREATE SITE
3. Give your Site a name and description
4. SAVE. You now have 2 Sites.

cmms software system

You have now created your first Site.

cmms software system

Switching between Sites

When you are viewing a Site you will only be able to view Buildings, Locations, Assets and Work Orders assigned to that Site. Any Buildings, Locations, Assets and Work Orders you create within that Site will be assigned to that Site.

Users can switch between Sites from the drop-down menu located in the upper right corner.

cmms software system

Adding Buildings, Locations and Assets to Sites.

Select the Site you want to add Buildings, Locations or Assets to from the drop-down menu located in the upper right hand corner.

cmms software system

Add a Building
Add Locations
Add Assets
(Already in Tech Doc)

Moving Buildings, Locations, Assets between Sites

To move your Buildings, Locations, Assets between Sites:

1. Select SITES > VIEW ALL from the main menu.
2. Click the blue EDIT button for the Site you want to move your Buildings, Locations and Assets in or out of.

cmms software system

To move a Building/Location/Asset into a Site, check off the Buildings/Locations/Assets you wish to move then click ADD.

cmms software system

The Building/Location/Asset, along with any associated Locations, Assets or Work Orders have now been moved into the new Site.

cmms software system

To remove a Building/Location/Asset from a Site, check off the Building/Location/Asset to want to remove and click REMOVE.

cmms software system

The Building/Location/Asset has now been removed and placed in the default Corporate Site.

Deleting a Site

To delete a Site:
1. Select SITES > VIEW ALL from the main menu.
2. Click the red X for the Site you wish to delete.

Note: You cannot delete Sites that have Buildings, Locations, Assets or Work Orders associated with it.

Assigning Users to Sites

Users can be assigned to multiple Sites with a different user role in each.

To assign User roles and Sites:

1. Select STAFF/USERS > USER LIST from the main menu
2. Click the blue EDIT button

cmms software system

3. Click the ADD button.

cmms software system

4. Assign a USER ROLE and SITE from the drop-down menu

cmms software system

5. SAVE

Viewing Work Orders

To view work orders for a Site:

1. Select the Site from the drop-down menu in the upper right-hand corner
2. Select WORK ORDERS from the main menu
3. Select VIEW ALL
4. To view all work orders from all Sites, select COMPANY WORK ORDERS

Note: You can toggle between Sites by selecting another Site from the drop-down menu.

cmms software system

cmms software system

Guest Portal
a. Activated per Site

Each Site must enable the Guest Portal in order to allow guests to submit work requests within that Site. The Guest Portal is located in the Site menu option. Each Site manages their own guest portal. Guest portal forms do not require username passwords. Guest Portals can be set up to allow scanning of their QR CODE. For example, a nurse or student can scan the GP QR code and submit a new work order request.

Enabling the Guest Portal:

1. Select the Site you wish to enable the guest portal for from the drop-down menu located in the upper right-hand corner.

cmms software system

cmms software system

2. Select SITES > GUEST SERVICES from the main menu.
3. Check the box to enable Guest Services.
4. Enter a code word
5. SAVE

A link will be generated that will then enable guests to submit work orders; simply provide them with the link.
cmms software system

2. Custom Emails Whenever a work order is created, assigned, or its status changes, emails are sent out to users affected. You can customize what these emails say for each category of email.

To customize your emails select Company > Custom Emails from the main menu. Type in what you would like each type of email to say and click Save. Please note: emails are not customizable by Site. All users across all Sites will receive these emails.

cmms software system

gomax mobile cmms

GoMAX! Mobile CMMS Assistant

The mobile application that Maxpanda offers is a very useful tool for users that you have who are always on the go. These users can go from location to location submitting work orders. In most cases, the main users will be the staff or vendors dealing with the work orders tasks first hand. These users will be simply submitting and completing work orders (ie a machine operator submitting a work order when his/her machine breaks down). Therefore, we have kept our mobile app as simple as possible.

The 4 main functions are:

1. Submit work orders
2. My work orders
3. My to do list
4. Overdue work orders

These functions are completed the same way they are completed on the desktop application. For further instructions on these functions, please see section 5 (work orders).

1. Back button alert on editing the following pages:

  • Create WO
  • WO Details
  • WO Task Edit
  • Create WO Invoice
  • Edit WO Invoice
  • Asset Details

For the above pages if the user makes any changes to any of the input fields and hit the back button without saving the changes, then the user will be prompted to a save the changes. If no change is made to any of the fields then no alert will be shown when the back button is hit.

2. Changes in the Parts module:

  • For speed optimization GoMAX does not fetch all the parts data such as site list, vendor list and the locations list in the “Review Parts” page. So the data needed to display only are fetched i.e. selected vendor and selected locations.
  • When a users having user roles like site admin, company admin, company editor, site editor, supervisor unlimited, that have edit permission, clicks on the “Part Details” button a popup is shown. This popup ask the user to “Review this part” by clicking on the “Details” button or the “manage” button.
  • If the user clicks on the “Details” button then he/she is redirected to the View mode of the part details where the user can only view the details of the part but cannot edit them. Here we fetch part details, selected sites, selected vendor, selected location etc. but leave out location list, vendor list, site list. This much data is enough for the viewing purpose.
  • If the user clicks on the “Manage” button then he/she is redirected to the Edit mode of the part details where the user can edit the details of the part. Here we fetch all the part data including location list, vendor list, site list for edit purpose.
  • For staff limited, staff unlimited, vendor limited, vendor unlimited, supervisor limited and viewer, that only have view permission no popup is displayed when user clicks on the Part Details button. The user is directly redirected to the View mode of the part details where the user can only view the details of the part but cannot edit them. GoMAX will fetch the minimum part data such as part details, selected sites, selected vendor, selected location etc… and leave out the entire location list, vendor list, site list. This optimizes data retrieval for customers on 3g and/or slower wifi connections.

Push Notifications auto sent:

  1. To vendors when a WO is assigned to them
  2. To staff when a WO is assigned to them
  3. To supervisor when a WO is created
  4. To staff and vendors when WO is overdue 5. To approver when a PO is created
fm-task-list

Company and System Setup

The COMPANY tab is only available to the ADMIN(s). Editors or other users can not view Company settings.

Edit – Here you can edit your company name, time-zone, phone number and addressv Current Plan – Edit your current plan, move up or down or unsubscribe
Guest Services – Enable guest to visit your Maxpanda account
Change Credit Card – These things tend to expire
Preferences – change time format
Payments Made – view your payment history
Usage – view your: subscription level, next cycle date, number of work orders in the current month and year, data storage used (with limit), and number of pm work orders, assets, users, attachments and storage you have set up
Reset User Password- security is important

Company Setup Procedures

LOCATION TYPE: Create a new location type by going to LOCATION TYPE under COMPANY SETUP in the COMPANY tab. Then click ADD in the top right corner.

adding new location types

1. Fill in fields for the new location type;
i. Name – Name of the location type
ii. Sort order (not required) – the order in which you wish to see the location appear in the drop down menu when creating new locations.
iii. Work order threshold limit (not required) – Enter the number of work order that you feel is normal for a given period below;
iv. Work order threshold period (not required) – Enter the number of DAYS of your threshold limit. Note: Any locations can have as many work orders regardless of the threshold limit you set. This feature is for conducting reports. See sections 16 for more details.

location types

ASSET TYPE: Create a new asset type by going to ASSET TYPE under COMPANY SETUP in the COMPANY tab. Then click ADD in the top right corner.

2. Fill in fields for the new asset type;
v. Name – Name of the asset type
vi. Sort order (not required) – the order in which you wish to see the asset appear in the drop down menu when creating new assets.
vii. Work order threshold limit (not required) – Enter the number of work order that you feel is normal for a given period below;
viii. Work order threshold period (not required) – Enter the number of DAYS of your threshold limit (ie a vehicle as an asset received oil change maintenance would have a normal
threshold limit of 6 work orders per 365 days). Note: Any asset can have as many work orders regardless of the threshold limit you set. This feature is for conducting reports. See sections 16 for more details.

ASSET STATUS: Create a new asset type by going to ASSET STATUS under COMPANY SETUP in the COMPANY tab. Then click ADD in the top right corner.

1. Fill in fields for the new asset status;
i. Name – Name of the asset status
ii. Sort order (not required) – the order in which you wish to see the asset appear in the drop down menu when creating new assets and during app use.

cmms software system

INVOICE ITEM TYPE: Create a new invoice item type by going to INVOICE ITEM TYPE under COMPANY SETUP in the COMPANY tab. Then click ADD in the top right corner. Now enter the name of the invoice item type and click save.

cmms software system

INVOICE TAXES: Add or edit the all the tax rates that automatically appear when adding invoices. Note: you can always change these rates when creating the invoices.

cmms software system

WORK ORDER CATEGORY: Add or edit the work order categories you, your team or clients see when creating work orders. Work categories help you filter and group work orders by categories that fit your organization. Each Maxpanda client is different in many ways so let the application fit your needs.

cmms software system

WORK ORDER PRIORITY: Add or edit the levels of work order priorities you, your team or clients see when creating a work order.

cmms software system

cmms calendar

Work Order and Preventative Maintenance Calendar

Monthly View: Shows all wo’s for each day

calendar monthly view

Weekly View: Shows all day items at the top and hourly scheduled wo’s

calendar weekly view

The Calendar provides added benefits when working with work orders. These include:

  • Hyperlinks open work orders
  • Drag n Drop work orders from 1 day to another
  • Alter entire pm occurences by day week or month
  • Alter either the pm schedule or future occurence
  • Change the amount of time alloted to complete the work order
  • Color coded links to show current status

Work Order status colors:

calendar weekly view

  • Yellow – pending, you need to approve a new work order.
  • Green means go – you’ve Approved a new work order.
  • Red – Overdue, was not completed or closed in time depending on the due date during the approval stage.
  • Black – Rejected. Add a note for history, the submitter receives this as well.
  • Grey – Cancelled. Maybe there we’re 2 submitted and you simply needed to cancel one.
  • Blue – FUTURE PM. These can only be viewed in the calendar (future dates) or in VIEW UPCOMING list.
  • Pink – Reopened. Maybe you forgot to add an invoice or picture. Go ahead reopen closed work orders.
  • Orange – Completed. This status color is reserved for the RESOURCE or MAINTENANCE ROLE only.
  • Brown – Closed. When the work is done, close the work order.

The Maxpanda CMMS Calendar view also provides instant popup notifications for more details per work order without actually opening the work order.
calendar cmms popup

maxpanda work orders

Unlimited Work Orders

work order listings

Maxpanda conveniently organizes your day to day and preventative work orders (wo’s). WO’s are very permission based. The software is dependent on these permissions to allow user view.edit rights. Email and push notifications are also sent per STATUS change. Review this PDF (download it and print it) for detailed email and push triggers.

View All – This is the default list for all your generated work orders. Here you can;
1. Edit work orders
2. Filter work orders to find what you’re looking for
3. Import your work order to excel, adobe, etc
4. Add work orders

maxpanda cmms software

View Overdue – Lists all overdue work orders (RED)

maxpanda cmms software

This is a very important feature of Maxpanda CMMS system as you can view, edit and filter all of your overdue work orders.

View Pending – You need to approve these work orders. They’re in limbo.
This tab will be a very important page for your administrator, secretary, office staff, etc whom are looking over all work orders within your oranization. When work orders are submitted they will need to be approved before they go live to your staff or vendors. To do so, click on the edit button circled.

maxpanda cmms software

Once here, your admin user or editor should review the entire work order before approving. It is important to make sure all tasks, staff, parts, etc. are correctly assigned to the work order. The admin/editor can also make changes to the work order. Once he/she has done so, they can either: 1. approve the work order or 2. Cancel the work order

maxpanda cmms software

Once it is approved, all involved users will receive email notification regarding the work order. It will then show up on their to-do list.
Create New – Create a new work order. You can do it!
You can submit work orders by clicking on the green ‘submit wo’ at the top of the page, click ADD in the view all menu, or by simply clicking the Submit wo tab.

maxpanda cmms software

Steps: 1. Fill in required fields;
a. Title – This is the title in your subject line that shows up in the email sent to all staff involved
b. Category – Select from the drop down menu the type of work order. To learn how to add an additional work order category please see section 18 (company setup) by clicking here
c. Priority – Select from the drop down menu the level of priority. To learn how to add an additional level of priority please see section 18 (company setup) by clicking here
d. Start and end date – the start and end date is automatically set to start on the creation date and end 7 days in the future. You can set these for any dates. Note: Only the admin and editor can change these dates, all other users cannot.

2. Fill-in non-required fields a. Fill in field you feel is necessary for your work order.

Staff Work Orders – Search and organize your work orders by internal resources (maintenance staff). All you need to do is enter the date range and choose which staff you will like to view.
My Work Orders – These are all the work orders you’ve submitted into your account.
My To Do List – You’ve been assigned to these work orders. Let’s get to work.

cmms plan

CMMS Pre-planning & Setup

Most new clients find this following implementation plan to be most effective. Note: it is not required to add any of the following data to your new Maxpanda CMMS Account. You may submit work orders anytime you are ready.

  1. Upon signing in click on (left main menu) – COMPANY and select PREFERENCES. If you want to show time stamps on your work orders choose YES. If you want to create work orders using minutes (i.e. a PM should take 45 minutes and is due today) then select 24 Hour Time Format. Selecting the 12 hour format makes PM scheduling/closing an all day standard.
  2. Click on Company Setup (left main menu) – Maxpanda CMMS comes with the standard Location Type, Asset Type, Asset Status, Work Order Category and Work Order Priority. If you need to add and define your own please do so now.
  3. Add your BUILDINGS – Very important since BUILDINGS are the parents to LOCATIONS & ASSETS.
  4. Add your LOCATIONS – When submitting a work order you can use BUILDINGS to filter thousands of LOCATIONS easily.
  5. Add your ASSETS – Since your LOCATIONS are populated, you and your Vendors will know where the ASSET is location.
  6. Invite USERS – We have 7 roles to choose from when inviting USERS. Simply enter a users email address, select a role and they do the rest.
  7. Add your PARTS – Parts are associated to ASSETS and the inventory/cost is tracked by the system.
  8. Add your DOCUMENTS – If you have pictures of your ASSETS or LOCATIONS etc…it’s time to add those to your library.
  9. Create TASKS – Your TASK library will help you save time when adding new TASKS to wo’s or pm’s for approval. Create as many TASKS you think may occur in your company once and they’ll be available ad hoc. Each TASK TEMPLATE can hold unlimited TASKS, be creative!
  10. Schedule an internal maintenance meeting. Create new processes around your new Maxpanda CMMS Software. Slowly roll them out to your co-workers and vendors.